Staff members

Staff members are the people on your team. Each one has their details, an access profile that sets what they can do on your tills, and a PIN they use to sign in on a device.

Staff must be switched on for your account for this to appear. If you don't see it, ask your account manager.

Where to find it

From the sidebar, open Staff under the Staff section. Everyone is in one list: the people who sign in on your tills, the people who have an account for this website, and you.

If your menu shows Staff members instead, your account has not been switched to the one Staff list yet. See If your menu still shows Staff members and People.

Add a staff member

Press Add staff, enter their name, pick an access profile and give them a four digit PIN. They can sign in on the till straight away. The full steps, including giving them an account, are in Staff, in one list.

Editing a member

Click a person in the list to open their profile. From there you can change their name, job title, contact details and access profile, set whether they're active, change their PIN, choose which floor-plan sections they see on the device, and, if you have more than one site, move them to a different site. One Save at the top right covers the page. See A person's profile.

Who can do what

• Anyone who can edit staff, such as a Manager, can add people, change them and set their PIN.
• Only the account owner and admins see or manage accounts. For a person who has an account, only they can change the person, their PIN, or archive them.
• Only the account owner can change or archive an admin.

Which site a person works at

This section only applies if your account has more than one site. With a single site there is nothing to choose and no Site dropdown appears anywhere.

The Site dropdown on a member decides where they can sign in:

• Pick a site and they can sign in only on tills at that site.
• All sites puts no restriction on them — they can sign in on any till.

You can change it at any time: open the member, change Site, and click Save at the top. The staff list updates straight away.

Sections — which tables a person sees

The Sections card sets which parts of your floor plan a member sees tables for on the device. Leave everything unticked and they see no tables at all.

New members start with every section ticked, because the add form's Give them every section on the floor plan box is on by default. Untick that box when adding someone and they start with nothing ticked instead, so you can choose here.

If you have more than one site, the list is grouped under each venue's name, so two areas that happen to share a name — a "Bar" at each pub — are no longer two identical tick boxes you cannot tell apart. With a single site there are no headings and nothing changes.

You can tick sections at more than one venue, and that is on purpose: it is how you cover a shift at your other pub. Ticking a section somewhere only has an effect if that person can actually sign in there — see Which site a person works at above.

PINs

A PIN is what a staff member types to sign in on a device. Access profile and PIN are two separate things: the access profile sets what they can do on the device; the PIN is how they sign in.

You type the PIN on the person, when you add them or later from their profile. It is exactly four digits, and no two people can share one. A longer PIN set before this screen keeps working until you change it.

When someone is away, and when someone leaves

Untick Active on their profile when someone is away. They cannot sign in on a till, and they stay in your list.

When someone leaves, Archive them from their profile:

• Their PIN stops signing in on the till.
• Their account, if they have one, is removed.
• Their timesheets and sales are kept.

To bring someone back, pick the Archived chip above the list, open them and click Restore. They come back switched off, with no account. Tick Active and save to put them back on the till.

If your menu still shows Staff members and People

The one Staff list is being switched on account by account. Until yours is switched, the list is under Staff → Staff members and works like this:

• Add a member with the form above the list: first and last name, optional job title, email and phone, a role, and a site if you have more than one.
• Edit a member by clicking them. One Save in the bar at the top covers Details, Passcode and Sections.
• Passcodes are made in a separate library. Go to Store settings → Passcodes, add one with a 4 to 8 digit PIN and the Type set to Staff, then pick it in the Passcode section of the member's page and save. A passcode belongs to one member at a time. See Passcodes.
• Mark a member inactive when they leave or are away. There is no archive on this version.
• Logins for this website are a separate list under Account & settings → People. See Giving someone else a login.

If you use Rotaready

People matched to someone in Rotaready show a Linked to Rotaready label in the list and on their page. It is only a label: you can still edit everything about them here.

When Rotaready says someone has left, a notice appears at the top of the staff list and on their page: "Rotaready says Alex Taylor left on 30 Sep 2026". Nothing happens to them until you choose:

• Archive does what archiving always does: their PIN stops signing in and their account, if they have one, is removed. The notice goes with them.
• Dismiss removes the notice and leaves them exactly as they are.

If your menu still shows Staff members, the notice offers Deactivate instead of Archive. It marks them inactive, so they can no longer sign in.

What's next

• Decide what each role can do — Roles and permissions.
• Open one person — A person's profile.
• Shared PINs for locking a mode — Passcodes.
• Put people on the rota — Schedule.